G.E. from Polk County, Florida writes:
Dear Mister Condo,
I am a newly elected Director and have many questions. This is about making a proposal for consideration to the Board. I checked my Robert’s Rules about how to do it. My question is if my proposal is also written, can I send it to the other Directors prior to the meeting to give them time to consider it before the meeting? If I can, should I send it to them directly, go through the Condo manager, or through the Board Secretary?
Mister Condo replies:
G.E., congratulations on being elected to your Board! Before you check with your Robert’s Rules of Order, I should ask you if you have attended a Board meeting yet, either as an audience member or as a Board member. Not all Boards engage strict parliamentary procedure and you may not need to go such a formal route to introduce your proposal. Typically, there is a meeting agenda set by the Board President and distributed to you and your fellow Board members prior to the meeting. Since your proposal is likely going to fall under New Business, it isn’t likely going to make the meeting agenda when you first present it. If you think emailing your fellow Board members in advance is a good way to promote your idea ahead of the meeting, there may be no issue. However, if your proposal is outlandish or likely to cause a stir amongst the Board or your association, I would encourage you to wait until the Board meeting. When the New Business portion of the meeting is upon you, raise your hand and offer your proposal for either a vote or discussion. This is much more in order with how most Boards would handle the matter. Once your item is head under New Business, it is far more likely to make the next meeting’s Agenda where further action can be taken. All the best!